Unit 2
Unit Ob
jectives
This unit includes the knowledge and skills required to familiarize you with the most frequently used functions of an operating system. Elements include the ability to install and run software, control the workspace (desktop), perform file management and change system settings (display, date and time settings, etc.).
Lesson Topic
8 Looking at Operating Systems 9 Looking at the Windows Desktop 10 Starting Windows Applications 11 Looking at Files and Folders 12 Using the Recycle Bin 13 Customizing System Settings 14 Installing and Uninstalling Programs
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Lesson 8
Looking at
Operating Systems
Objectives
In this lesson, you will look at the operating system and how it affects what you can do on the computer. On completion, you should be familiar with:
what an operating system is
identifying different operating systems how operating systems interact with other
computers
capabilities and limitations of operating systems common problems related to operating systems
Skills
1-3.1.1 Identify the purpose of an operating system 1-3.1.2 Identify different operating systems
1-3.1.3 Identify that a computer user may interact with multiple operating systems while performing everyday tasks
1-3.1.4 Identify the capabilities and limitations imposed by the operating system including levels of user rights (administrative rights, etc.) which determine what a user can and cannot do (install software, download files, change system settings, etc.)
1-3.1.5 Identify and solve common problems related to operating systems
Looking at Operating Systems
1-3.1.1 1-3.1.2 1-3.1.3 1-3.1.4 1-3.1.5
An operating system or environment is a collection of programs designed to control the computer’s interaction and communication with the user. It performs two important functions:
manages the input devices (keyboard and mouse), output devices (monitor and printer), and storage devices (hard, flash, and optical drives)
manages the files stored on the computer and recognizes the file types to complete tasks
Every computer requires an operating system to function. A computer must load the operating system into memory before it can load any application program.
Examples of operating systems include DOS, Windows, Unix, Linux, and the Mac OS.
DOS was the original operating system for the PC; it stands for Disk Operating System. It was text-based
software and required single line commands to perform functions for managing files.
With the exception of a system using the Unix operating system, all other computers use a graphical operating system like Windows or Mac OS. This is the standard for operating systems and the display capabilities make working with design elements on the screen much easier.
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operating system loads into memory. This screen is commonly known as the Desktop.
Microsoft Windows 7
This operating system was released in October 2009 and designed to take advantage of the features of Vista and XP, by simplifying common tasks you perform on a daily basis.
Microsoft Windows Vista
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Mac OSThis operating system is designed for Apple Macintosh computers. It uses the graphics interface so that working on the computer will be much easier and faster. This was one of the original graphic user interface systems and set the standard for true WYSIWYG programs. Newer versions of the Macintosh operating systems use Unix as its underlying structure, providing a very secure and stable operating environment.
Unix
This operating system was released in the early 1970s by programmers for programmers. The system was designed with portability in mind for multiple uses and users. The main drawback to this operating system is that it is based on one-line commands controlling the functions. This system is very popular with universities and scientific or research organizations.
Linux
This operating system is based on Unix with a graphical user interface. This system is readily available and very popular for use with high-end servers, and also with entrepreneurial software
developers.
Handheld Operating Systems
These operating systems work with a PDA device; the options for each system vary depending on the type of handheld device.
Embedded Operating Systems
These operating systems manage and control operations for the specific types of equipment for which they are designed, such as a vehicle, a machine that controls robotic manufacturing, or a piece of medical equipment. When turned on, the embedded operating system follows a
process similar to those used in typical computing devices, but it recognizes the purpose of the specialized equipment.
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Using Different Operating Systems
As noted, a computer may have an OS other than Windows installed. Many organizations recognize that not all users at one site will use the same operating system or computer type. Consequently, operating systems are designed to interact with each other to share data or communicate.
An organization will have a network system to manage and control the resources and data for that network that may be a combination of one or more servers with varying operating systems, as well as devices to secure these servers and the data stored there. One of the network operating systems will be set to identify the hardware that a person is using as well as this person’s rights to network access. This can be internal during business hours, or external if the person has remote access to the network. For example, John Smith uses a PC notebook at work to log on to the network and the Internet to view his messages. At home, John uses a Mac notebook to access the Internet and then the company’s network via remote access. The company’s network recognizes the user as John Smith and enables him to access his messages at home, even though he uses a different operating system there. He will also be able to work on documents on the home notebook, even though they were created or modified on the PC notebook at work.
John may also be a sales person who travels a lot and uses a PDA to send and receive messages. All messages are processed through the network, even when he is working on the PDA in a remote location. John needs to identify himself to the network and, once logged on, can interact with the network as if he were in the office. Equipment with embedded operating systems interact with larger systems that may also have network operating systems installed. Take the example of someone who takes their vehicle to the dealership for maintenance. The mechanic will connect the vehicle’s operating system to a computer that is connected to a server at the vehicle vendor’s head office. Updates can then occur between the server and the vehicle’s operating system.
Identifying Capabilities and Limitations
Operating systems have advantages and disadvantages; how applicable these are depend on the type of system you have and what your requirements are. Following are some examples of capabilities and limitations with operating systems:
You can save files using names that are up to 255 characters long, enabling a detailed description of a file’s contents.
If you are using a PC, you cannot include certain characters (\ / : * < > ? |), whereas with a Mac only the colon cannot be used in file names.
You can open two or more programs at the same time; the only restriction is the amount of RAM available to process changes to files in each program.
You can customize an operating system to your preference by changing the desktop background, the color, or the screensaver. On a network environment, your customization options may be restricted; for example, you may not be allowed to change system settings as this could lead to hardware problems, or you may have to adhere to company standards for colors, background picture, and so on. In some school environments, the network is set to provide a standard format for the operating system so that any custom changes revert to default when the computer is shut down.
On a stand-alone computer, you may be able to install programs or download items from the Internet. In an organization, you may not have access to perform such tasks. (You may also be restricted from activities on a stand-alone computer if you do not have administrative rights for that computer.)
Your access to files that could modify part or all of a network could be restricted. For example, you may be able to view the contents of folders for other departments but you cannot move or delete any of these files. You can make a copy of the file to your own folder but you cannot do anything to the original.
Common Issues with Operating Systems
Some aspects of every operating system can give rise to problems. These may include:Comp
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cannot identify the hardware. Many hardware vendors provide newer versions of drivers, or the installation files, so the new operating system can recognize your device.
Problems with operating system files can arise from power failures, shutting down the computer incorrectly, installing too much software on your system or installing it incorrectly, a virus infecting your system, or a conflict between the software and the operating system. Operating system files have specific tasks built into the setup for each device or software program. Never delete any program files from the folders where they reside. If you see an error message indicating that a file is missing or corrupted, you may need to reinstall the software in order to recover that file.
If your system displays many error messages or requires you to restart the computer several times, you should check with someone who is experienced with computers to reinstall or upgrade the operating system. This is also true if the computer asks you to start the operating system in “safe” mode; this is an indicator that there is something wrong with the operating system and it may need to be installed again.
The operating system or an application program may fail after an update. In the case of the operating system, you may need to uninstall the update to the operating system to see if the problem still exists. You may need an IT specialist to assist with the latter.
If you see an error message indicating you do not have access to a particular PC, drive, software program, file, or folder, it generally means that the login ID you have used is incorrect, or that network restrictions have been placed on your ID. For example, you may only have three attempts to enter the password correctly; after that, you will need to contact the network administrator to reset the password or unlock your account.
Summary
In this lesson, you looked at the operating system and how it affects what you can do on the computer. You should now be familiar with:
what an operating system is
identifying different operating systems how operating systems interact with other
computers
capabilities and limitations of operating systems common problems related to operating systems
Review Questions
1. An operating system is a collection of programs designed to control the computer’s interaction and communication with the user.
a. True b. False
2. An example of interaction between operating systems is the transfer of data between a notebook and a PDA.
a. True b. False
3. If you changed the desktop background color yesterday and it is the original color again today, why did the color not remain with the preference you chose?
a. You do not have rights to change the background color.
b. The computer was set to revert to the original color when it was shut down. c. You cannot change anything in the operating system.
d. Any of the above e. a or c
4. It is crucial that you do not change any of the operating system files without working with an IT specialist.
a. True b. False
5. What should you try if you cannot open an application program after updating Windows? a. Uninstall the Windows update
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Lesson 9
Looking at the
Windows Desktop
Objectives
In this lesson, you will be introduced to the Windows desktop and how to navigate around in Windows. On successful completion, you will be familiar with:
how to start and exit Windows what the Windows desktop is how to use the Start button
how to use the taskbar how to manipulate windows
Skills
1-3.2.1 Shut down, restart, log on and log off the computer 1-3.2.2 Identify elements of the operating system desktop 1.3.2.3 Manipulate windows
1.3.2.4 Start and run programs
Looking at the Windows Desktop
1-3.2.1 1-3.2.2 1-3.2.3 1-3.2.4
Once Windows loads, the desktop will look similar to the following screen. You will notice several objects or icons on the desktop that will vary from one system to another depending on how the system was set up.
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1 5 3 2Desktop Icons These are “shortcuts” you can select to open frequently used programs, folders, or files.
Mouse Pointer The arrow that follows the same movement when you move the mouse. Use this arrow to identify which option you want to select or activate.
Desktop This is the work area or screen on which windows, icons, menus, dialog boxes, and the Sidebar appear. You can customize the appearance of the desktop using features such as wallpaper, themes, pictures, or solid colors, and you can create shortcuts that will take you directly to frequently used folders, files, programs, or Web pages.
Start Button This is used to start programs, open documents, find items on your computer, and get help, as well as log off and shut down your computer.
Taskbar The taskbar is where the Start button, taskbar notification area, and additional buttons for software programs may appear, depending on what has been set up. As you open a program or file, a button will appear here for each open item. The taskbar is an integral part of Windows’ multitasking features.
Taskbar
Notification Area
Small icons in this area, sometimes called the System Tray, indicate program status, or provide another shortcut to open programs.
Using the Start Button
The Start button is the primary means of starting programs, finding files, accessing online help, logging off the network, switching between users, or shutting down the computer. You can use the mouse or the keyboard to navigate through the Start menu.
To activate the Start button, you can: Click the Start button, or
press , or
press + .
A (triangle) with a command indicates that a submenu will display when you select this item. For example, when you point at the All Programs command, Windows displays a list of all programs available on your system. To return to the main Start menu, click the Back command.
Items with a (folder) icon indicate there is another submenu with options for selection. These are listed alphabetically; you can use the vertical scroll bar to move up or down the list.
4 1 2 3
Recently Used Programs (dynamic items that change automatically based on programs used most frequently)
Useful System Folders Recently Installed Program Pinned Program Area (shown in a boldface)
5 Search Box
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If using the mouse, click the Start button once. Then click the appropriate command to display another menu or activate that command.
If using the keyboard, press the key to display the Start menu. Then press the key to move to the first command in the list, use the arrow directional keys to navigate to the required command, and when it is highlighted, press to activate it.
Exiting the Computer Properly
From a security perspective, it is extremely important to save your files, close the programs, and log off the computer when you finish working to prevent unauthorized access to your files and, more importantly, to your company’s network.
Alternatively, you can shut down the computer completely using the Shut down button to prevent others from using it. Never turn off your computer without closing your files and open software programs in the correct manner; this will protect the software and data files from being corrupted or lost.
Click the to display several options including:
Switch user Switches to another user account without logging out of the current account.
Log off Closes all open items, logs out of the current user account, and returns to the log on screen.
Lock Hides the desktop behind a log on screen.
Restart Closes all open items and restarts the computer; also called a reboot or warm boot.
Sleep Puts the computer in a state where it consumes less power without losing your place on the screen; the computer does not shut down in this mode. If you are using a desktop computer, the Sleep command appears as Standby.
Hibernate Available only on notebooks, this saves what is on the desktop and then shuts down the computer completely so it consumes no power. When you restart the computer and log on, the desktop returns to where you left it.
Always allow Windows to complete the Shut down or Restart process properly. Reactivating the computer before Windows has completed these processes may cause files to be corrupted and result in a message, the next time you turn on the computer, indicating the machine was not shut down properly.
Depending on the Power Options scheme and configuration, your computer may be able to go into Sleep or Standby mode, where the monitor or hard disk turns off after a set interval of time. If a power failure occurs while the computer is in this state, you will lose any unsaved information, so be sure to save your work every time you leave the computer, even if you will not be gone for long. To turn off Standby and return to normal mode, simply move the mouse or press a key on the keyboard.
Standby is generally used when you want to leave your computer on but will not be using it for a length of time; for example, you are working on some letters and need to attend a staff meeting but don’t want to lose your place in your work. Hibernation is generally only used on notebooks because the need to close the notebook and take it somewhere else is not compatible with Standby mode.
Restarting the Computer
You may sometimes find that the computer does not respond to a request. When this happens, you need to reboot or restart using the Task Manager.
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methods: Press the + + key combination to
display a screen with options to lock the computer, switch user, log off, change the password, or start the Task Manager. Click Start
Task Manager.
Right-click the taskbar and then click Start Task
Manager.
You can use the Task Manager to switch programs, start a program, check which programs are running and their status, or safely close a program when problems are occurring, such as it is no longer responding. The Task Manager is an advanced application; the other tabs in this feature should only be used by an experienced user or network administrator.
If the Task Manager does not respond or close down the applications appropriately, you will need to press the + + key combination again to restart the computer. If you can activate the Start menu, you can also use the Restart option from the Shut down command.
Exercise
1 Click the Start button, and then click the Shut down options button. 2 Click Switch user.
Windows now displays a screen with an icon with your login name and another one called Other User. Depending on how the users are set up by the administrator, you may also need to press
+ + before you can view this screen. 3 Click your account, and then log on with your password. 4 Click the Start button, and then click Shut down.
5 Allow the computer to shut down completely, pause a few seconds and then turn it back on. Log on with your user account and password.
You will now start a program and then, for demonstration purposes, use the Task Manager to end it. 6 Click Start, All Programs, Accessories, and then WordPad.
7 Right-click a blank area of the taskbar and select Start Task Manager. 8 Ensure the Applications tab is active.
9 In Windows Task Manager, click Document - WordPad and then End Task. This closes the WordPad program.
10 Close the Task Manager.
Note: Do not end any processes unless you
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Using the Taskbar
1-3.2.2
By default, the taskbar is at the bottom of the Windows desktop. It includes the Start button, a notification area, the clock, and a taskbar button for each open program. By default, Windows automatically installs some commonly-used programs in the taskbar for easy access, e.g. Windows Explorer.
The notification area displays the time and provides quick access to items such as the volume control or an antivirus program. It can also show shortcuts with information about the status of activities. You can choose which icons to show or hide.
You can move the taskbar or change the way it displays as follows:
Point the mouse pointer over a blank area of the taskbar and drag it to any side of the screen.
To prevent changes to the taskbar, right-click any blank area of the taskbar and ensure Lock the taskbar is active.
To customize the properties for the taskbar, right-click the area you want to customize or right-click the Start button, and then click Properties.
To quickly show the desktop, click the Show Desktop button at the far right of the Task Notification area. You can also quickly redisplay the program you were using last by clicking Show Desktop once more. To see other programs that may be running automatically in the Task Notification area,
click the at the front of this area.
As you start programs, a button appears in the taskbar as a visual clue that this program is running. As you open files within that program, a preview window appears for each file when you point at the program button on the taskbar.
Exercise
1 Right-click the time in the notification area. Select Properties from the shortcut menu. 2 Scroll through the list of items to see what you can adjust, and then click Cancel. 3 Right-click the time in the notification area and review the items on the shortcut menu. 4 Click Start Task Manager.
You should have no programs running at the moment. 5 Click the Close button to close the Task Manager.
6 Click the in the notification area to view what other programs may be active. Now try using the taskbar.
7 Click the Internet Explorer button.
1 Start Button 2 Taskbar Buttons 3 Notification Area 4 Show desktop
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8 Point at this button in the taskbar to see what appears.
Windows displays a small window of the web page you currently have displayed on the screen. Notice also that the button now has a border around it to indicate this program is active.
9 Click the folder button to the right of Internet Explorer.
This button represents Windows Explorer, the file management tool for Windows (covered later in this Unit).
10 Point at the Internet Explorer button.
Notice how the Web browser is still active even though you started another program from the taskbar. 11 With the Web page window displayed, click the Close button in the window to close this page without
having to view the full page in Internet Explorer.
12 Click the Close button for Windows Explorer to close this program.
Looking at a Typical Window
1-3.2.2 1-3.2.3
When programs or folders are opened, they appear on the desktop in individual “windows.” You can have multiple windows displayed on the screen, but each window will share similar features.
Back and Forward Buttons
Allow you to navigate back or forward to display different views of files and folders.
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Title Bar Displays the name of the currently active feature or application program. (In this example, the name for this window appears in the Address Bar, showing you the contents of the computer at this location).
Command Bar Provides commands you can use to organize, view, or protect your data.
Address Bar Facilitates quick and easy navigation. Also known as the eyebrow menu or breadcrumb
trail, this feature allows you to click the name of any folder visible in the trail so that you can
go to that folder, or click the arrow that appears next to any item and see other items at the same level in the folder hierarchy.
Search Box Provides an area into which you can enter criteria to search for a file or folder.
Control Buttons Change the way currently open windows are displayed, as follows:
(Minimize) Temporarily closes the window, replacing it as a button on the taskbar. Click the button on the taskbar to open or restore the window.
(Maximize) Displays the window full screen.
(Restore Down) Restores the window to the size it was before it was maximized. (Close) Closes the window. (If you see a box that only displays a
(Close) or (Help) button, you are seeing a feature window, with a message about what you must do before the computer will allow you to do anything else.)
Favorite Links Displays folders or locations you use often as links that will take you directly to them.
Navigation Pane Displays folders and drives that you can double-click in order to see their contents.
Contents Pane Displays the contents of the folder or drive selected in the Navigation Pane.
Details Pane Displays properties or details about the selected file or folder in the Contents pane.
Exercise
1 Click Start, and then click Computer.
2 Click the (Maximize) button at the top right corner of the window. 3 Click the (Minimize) button.
Notice that the window seems to have disappeared but it actually was moved to the taskbar. 4 Click the Computer button on the taskbar to redisplay the window.
The window is now maximized, occupying the entire screen, and the (Restore Down) button appears.
5 Click the (Restore Down) button. 6 Click the (Close) button.
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Moving a Window
You can move a window anywhere on the desktop using the mouse or keyboard.
Point the mouse pointer anywhere on the title bar and then drag the window to a new location. With the keyboard, press + to activate the control icon; it is not
visible on the screen but the menu appears once it’s activated. Press the key to select the Move command and press . Using the arrow direction keys, move the window to the new location and then press to exit the action. You can only move a window that is not full screen. Maximized windows cannot be moved as they occupy the entire screen.
Sizing a Window
On occasion you may want to change the size of the window so that you can see more or less of multiple windows. You can use the mouse or the keyboard to size a window.
Position the mouse pointer anywhere on the border (side) to be sized. When you see the mouse cursor change to a (vertical double-headed arrow) for the top or bottom border, or (horizontal double-headed arrow) for the left or right border, drag the mouse to the desired size.
To size the vertical and horizontal sides at the same time, position the mouse cursor on any corner of the window, and then drag to the desired size for the window when you see or (diagonal double-headed arrow). Some windows are set to a specific size and cannot be altered.
With the keyboard, press + to activate the control icon; it is not visible on the screen but the menu appears once it’s activated. Press the key to select the Size command and press . Using the appropriate arrow direction key for the side you want to size, press that direction key until the window is the size you want, and then press to exit the action. You will need to repeat this action for every side to be sized.
Using Scroll Bars
If a window is too small to display all the contents, scroll bars will automatically appear vertically on the right side of a window, or horizontally at the bottom.
A scroll bar consists of three parts: an arrow button at each end of the scroll bar, a scroll box, and the scroll area. The scroll box is also called a thumb or an elevator. The position of the scroll box
within the scroll area provides an approximate gauge of where the information currently displayed in the window is in relation to the entire window’s contents.
Use one of the following methods to move around with the scroll bars:
Click in the lighter shaded area above or below the scroll box to display the previous or subsequent screen of information.
Click the arrow at either end of the vertical scroll bar once to display a line of information in that direction. Click the arrow at either end of the horizontal scroll bar once to display a column of information in that
direction.
Click and hold down the mouse button on the arrow at either end of the scroll bar to have the screen scroll in that direction.
Drag the scroll box to a specific area in the scroll area to move directly to that location. Depending on the program, you may also see a tip showing where the cursor will be placed when you release the mouse button.
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Exercise
1 Click Start, and then Computer.
2 If necessary, restore the Computer window.
3 Point the mouse pointer on the title bar of the Computer window. 4 Click and drag the window to a new position on the desktop. 5 Practice moving the window around to several different locations.
6 Move the mouse pointer to the right edge of the window and hold the mouse over the border until the pointer changes to a (horizontal double-headed arrow).
7 Drag the border to approximately one inch (2.5 cm) from the right side of the screen.
8 Move the mouse pointer to the lower right corner of the window and drag the corner of the window until the window is approximately half the current size.
9 Resize the window to half its original size.
Notice that the window was resized vertically and horizontally at the same time. 10 Click the arrow button at the bottom of the vertical scroll bar in the Folders list. 11 Click the arrow button at the top of the scroll bar.
12 Drag the scroll box up and down to view the information in the window.
13 Resize the window so that all of the contents are visible and the scroll bars disappear.
It is not necessary to perform step 13 before closing the window; the step is provided here for you to practice sizing windows as well as to prepare for forthcoming exercises.
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Summary
In this lesson you learned about the common elements shared by all windows, regardless of whether they are application windows or windows that open after activating a command. You should now be familiar with: how to start and exit Windows
what the Windows desktop is how to use the Start button
how to use the taskbar how to manipulate windows
Review Questions
1. The best way to shut down the computer is simply to press the power switch on the computer case to turn it off.
a. True b. False
2. Use the Task Manager to:
a. End a program that has stopped responding b. Check the power usage on your computer
c. Check which programs are running and their status d. Any of the above
e. a or c
3. To see the programs installed on your system, which option from the Start button would you use?
a. Documents
b. All Programs c. Search
d. List of Quick Start items
4. If you wanted to make the window smaller than the full screen, which button would you use? a.
b. c. d.
5. What would you do to move the window?
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Lesson 10
Starting
Windows
Applications
Objectives
In this lesson, you will look at how to start application programs and how to access help in Windows. On completion, you will be able to:
start an application program
move between open application programs start an application using the Run command
access online help
understand the Help screens determine the version of Windows
Skills
1-3.2.2 Identify elements of the operating system desktop 1-3.2.4 Start and run programs
Starting Application Programs
1-3.2.2 1-3.2.4
The most common way to start a program is from the All Programs menu. Another way is to select the shortcut for the application program on the desktop or the taskbar. Programs installed on the computer usually appear in the All Programs menu, unless otherwise specified. Not all applications will create a shortcut on the desktop or the taskbar.
An application program might also create an option in the Startup folder during the time of installation, which means it will automatically run each time you start Windows; this is the case, for example, with Windows Live Messenger, QuickTime, and most antivirus programs. These items appear
in the taskbar notification area as seen here:
Each application program contains its own set of control icons that allow you to manage the application window. Depending on the program, there may also be a set of control icons for the window that contains the document, as seen in the following:
In this type of program, you can manipulate the document without changing how the application window looks. For example, you can minimize an Excel file you are working on to create a new file or to open an existing file, as seen here:
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Working with Multiple Windows
Working with multiple windows and multiple programs at the same time is called multitasking. Windows provides you with several ways of switching between the programs and organizing the open windows.
Each program you have open appears in its own window. As you open files within each program, Windows displays these in a new window when you point at the program button on the taskbar. You can move or switch from one program to another by clicking the appropriate window for the file to use. You can also close a file by clicking the Close button in that window.
Using the keyboard, press + or + to switch between the active programs on the taskbar. You can also press + to display a small window with icons representing each open program. The icon with the box around it is the current selection. Press and hold as you press to toggle from one program icon to another. Release both keys when you select the appropriate program icon.
Using the Run Command
Occasionally you may need to start a program that was not or does not need to be installed on your system and is not in the Start menu; for example, a network administrator helping you with some troubleshooting on your machine might instruct you to open a program to help diagnose the problem. In this case, you can access the program using the Run command; you will need to know what the command is before it can be used.
Whenever possible, use the Start menu to start a command; alternatively, you can activate a program from its desktop icon. The Run command should be used only when you need to run a specific program from another drive or start some troubleshooting commands (which is beyond the scope of this course).
To activate the Run command, use one of the following methods: Click Start, type: run in the search field, and then press . Click Start, All Programs, Accessories, Run.
Press + .
Exercise
1 Click Start and then point at All Programs.
2 Click Accessories and then click WordPad.
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4 Click Microsoft Office and then click Microsoft Excel 2010.
Notice that Excel displays on the screen and there is a button for both programs on the taskbar. 5 Click the button for WordPad on the taskbar.
Look at the top right corner of WordPad. You should see only one set of controls (as compared with what you would see in Excel).
6 Click (Close) to close the WordPad application. The program no longer appears on the screen or the taskbar.
7 In Excel, click the Minimize button in the second row (the one next to the Help button). Excel has now minimized this file to a small tab at the lower left corner of the screen.
8 Click the (Restore Up) button on this tab.
Notice that the file displays on the screen but does not take up the full screen as it did when you started the program.
9 Click the (Maximize) button on the file.
Try using the Run command to start a program. The command used here is for demonstration purposes only. 10 Click Start, type: run in the search field, and then press .
11 Type: command in the Open field and press .
If you were going to enter a command, you would do so now at the location of the flashing cursor. 12 Click the Microsoft Excel button on the Taskbar. Then click (Close) at the top right corner to close
the Excel application.
Only the Command window appears on the screen. 13 Type: exit at the command line and press .
You should now be back at the desktop.
Using Windows Help and Support
1-3.2.4
Windows provides an extensive online Help system that displays step-by-step procedures, definitions for terms, and hypertext links to other related topics. Web Help is available for additional online support via the Internet. To activate Help, use one of the following methods:
select Help and Support from the Start menu, or
press , or
click the (Help) button in any dialog box, if available.
Hint: You could also have clicked the Close
button for this window.
Note: If “command” does not work on your
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resources, such as assistance in Finding an Answer, Asking Someone, or Obtaining Information from Microsoft.
The toolbar at the top of each Help window includes buttons that assist when working with Help.
Arrows Enable you to retrace steps through the Help system.
Browse Help
Displays the current location in the table of contents, from which you can navigate up or down the hierarchy of a topic of interest.
Help and Support home Returns you to the Help and Support home page.
Learn about other support options
Takes you to a page with links to other resources, such as someone who can help you via Remote Desktop (they can see or control what is happening on your computer), or go to a specific Microsoft Web site for more assistance.
Prints the currently displayed topic.
Options
Provides additional commands such as adjusting the size of help text or finding a word or phrase in the currently displayed Help page.
The first time you use Windows Help and Support, you may be asked if you wish to obtain the latest online content. Unless you are using a dial-up connection, you should accept this option. Remember that online help content is not stored on your computer; it is only available when you are connected to the Internet.
Using the Table of Contents
Windows provides an option to use a table of contents to find help on specific topics. Here, the topics are grouped into types of task or activity. To activate the Help Contents, do one of the following:
In the Windows Help and Support window, click the Browse Help topics link, or on the Help toolbar, click (Browse Help).
1 2 3 4 5 1 2 3 4 5 6 1 4 2 5 3 6 Toolbar
Links for navigating Help to locate the answer for yourself
Links for accessing additional information from Microsoft
Additional Help resources
Settings for searching Offline or Online 1
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These categories will link you to information about specific features or options available in Windows. As you move from one page to another, you will see symbols similar to the following:
a link that opens an article with further information for this topic a link that displays a list of articles for this topic.
Getting Additional Technical Support
If you cannot find help on a specific topic online, a number of other options for technical support are available: Contact Microsoft. A list of numbers and ways to contact them are available in the Help menu from any
Microsoft application program; you can also use the online help option to find technical support information. Go to a computer store that provides technical support. This does not have to be the store where you
purchased the computer. Technicians charge an hourly fee for repairs or training.
Hire a consultant who can come to your site to fix the computer or provide you with training or assistance on the problem. Consultants also charge an hourly fee, which may include travel time.
Take additional courses on Windows to study advanced skills and troubleshooting techniques. Check your Yellow Pages or go online to locate courses offered in your area. Pricing for courses will vary depending on the training facility.
Search the Internet for any groups that specialize in Windows Vista or have a community area such as a blog where they share information with each other.
When you require further technical support, you may be asked which version of Windows you are using. It is important to tell technical support the version you are using so they can provide you with the correct support. Windows 7 is pretty easy to identify as the taskbar is large and the Start button is an icon only and does not contain the word “Start” as with earlier versions.
To display the version of Windows for technical support:
click the Start button and click Control Panel. In the Control Panel window, click System and Security,
and then click System, or
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Exercise
1 Click Start and then click Help and Support. The Windows Help and Support window displays.
2 Type: Windows 7 in the Search Help field and click the button, or press .
The search results will find the top 30 results on the term “Windows 7.” Notice that Windows breaks it down by category to help you identify the area about which you may want more assistance.
3 In the list of topics, click What’s new in Windows 7.
The information appears in the window with a variety of links for more help on specific topics. Displayed at the right side is a list that is much like a table of contents.
4 Click Easier ways to work with windows in the In this article list to display the help topic. 5 In the first paragraph, click the windows link.
Text links in blue will move quickly to another page with more information on the clicked item. Text links in green will display a definition of the text for easy reference.
Up to this point, you have been moving forward to find and read more information on specific topics. As you move from page to page, the Back and Forward buttons appear.
6 Click (Back) to go back one page.
7 Click the Find which edition of Windows 7 you are using link in the Top 30 results list.
Notice that Windows displays this article
8 In the Windows Help and Support toolbar, click (Browse Help). 9 Click Windows Basics in the Categories list.
10 Click the Pictures and games link.
11 Click the Learn about Windows games link.
You are now reading an article explaining the games available with Windows, and how they can be accessed.
12 Click (Back) to return to the previous help page.
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Summary
In this lesson, you learned how to start application programs as well as how to access help in Windows. You should now be able to:
start an application program
move between open application programs start an application using the Run command
access online help
understand the Help screens determine the version of Windows
Review Questions
1. The most common way to start an application program is to use the Start button on the desktop.
a. True b. False
2. Multitasking is a process whereby Windows allows you to work on multiple programs or documents at the same time.
a. True b. False
3. How can you activate the Help feature?
a. Select Help and Support from the Start menu
b. Click a Help icon or button if it is displayed on the screen c. Press
d. Any of the above
4. What is the difference between a text link that is shown in blue as opposed to one that is shown in green? a. Text links in blue jump to a new page with more help links whereas green text links jump to a new page
with definitions.
b. Blue text links jump to a new page with more help details whereas green text links display the definition in the same window.
c. Blue text links jump to a new page with more help details whereas green text links display a glossary of terms.
d. There is no difference between blue and green text links.
5. If you cannot find online help on a Windows topic, what options are available to you for further help? a. Check with a technical person, either at your site or a computer dealer.
b. Contact Microsoft.
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Lesson 11
Looking
at
Files and Folders
Objectives
In this lesson, you will look at the different ways files or folders display and how to manipulate them. On successful completion, you will be familiar with:
what a file or folder is
how to recognize a file or folder on the desktop how to recognize the drives available
selecting files or folders moving files or folders copying files or folders
changing the view for drives, files or folders how to create, customize, or change a folder’s
properties
renaming files or folders viewing file or folder properties finding files
Skills
1-3.2.5 Manipulate desktop folders and icons/shortcuts 1.3.2.6 Manage files
1-3.2.7 Identify precautions one should take when manipulating files
Understanding Files and Folders
1-3.2.5 1-3.2.6 1-3.2.7
A file is created using a specific program; the type of program determines what type of file it is.
Application File
This type of file includes very detailed instructions for the microprocessor on what tasks to perform (such as read, write, calculate) and is usually stored in a folder named for that program, which in turn resides in the Program Files folder on your hard drive.
Data File This type of file contains information you have entered and saved in one of the applications you have on your computer. For example, you might have a budget file in Excel, a letter file in Word, a database in Access, and so on. These files can be stored anywhere.
System File This type of file also contains detailed instructions for the microprocessor on what tasks to perform, except that they are part of the operating system. Many of these files are hidden to protect them from being changed or deleted.
Regardless of the file type, all files appear with an icon that includes a symbol of the associated program. Shown are examples of icons that appear beside an application file (Outlook), a data file (Excel), and a system file (Windows):
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structure, much like a “family tree.” At the top level is the Libraries folder. Each level below that may contain more folders and files. Consider the example shown at the right:
This structure shows Libraries at the top level with a folder underneath called Documents, and another folder below that called My Documents. This folder is created automatically for every valid user account that can log onto this computer. Within this My Documents folder is a subfolder called Annual Reports, which contains two folders for previous years. Also stored in the Annual Reports are three reports: a Word file called “Annual Report 2010
(audited)” and two Excel files called “FY Budget (Actual)” and “FY Sales Figures”. To tell someone where the August 28 Proposal file is located, you would write it as follows:
C:\Documents\My Documents\Annual Reports\Annual Report 2010 (audited).docx
This is known as the path because you are stating the exact route to follow to get to the location of this file. The C: indicates the drive where the file is located and the backslash (\) indicates “go to this level”; this is followed by each folder name and finally the file name. You can also use the forward slash (/) symbol; Windows will recognize it as performing the same action as the backslash symbol. Notice we did not show Libraries in the path as this is the standard location for the Documents folder. Libraries are actually categories that help gather information about your files and displays them in one location. For instance, the Pictures folder
is automatically created by Windows to hold all your pictures in one location; however, as you copy pictures from your digital camera or download them from a friend’s Web site, these may be saved with individual folder names. The library groups all these folders containing picture files so you can view them by clicking the Pictures folder. Windows provides you with four libraries as a start:
There are no limitations on where you can store a file, or to the number of folders you can create. The only consideration is how many subfolders you require for all the types of files you use.
Think again about a filing cabinet where you keep hard copies of your documentation. Keeping all your documents in one folder called “Documents” could seem simple, but without some kind of organization or hierarchy it could take a lot of time to find any particular file within that folder. On the other hand, you have to be careful not to set up too many different levels as then you will spend all your time “drilling down” through the levels to find the file you require.
There is no one correct method for setting up a filing system on your computer; just be sure to follow the company’s standards or create a structure that is logical to you and to others who are sharing the computer. One option is to ensure each person who will be using the system save files in his/her own folder as set up when the person logs on to the computer with his/her own account. If saving files to a network drive where others may share this file, you may need to create your own folder on that drive for you and others to use.
The more important your data is, the more crucial it will be for you to have backups or copies. This will protect against potential loss due to theft, fire, or hardware failure. Windows provides a Backup tool, or you can purchase a third-party product to handle this task. If your data is on a network drive, the network administrator will likely have this process set up to occur on a regular basis. However, if you save files to the hard drive on your computer, the network backup does not backup your hard drive and you will need to ensure you put a copy of these working files on the network, or create your own backup.
To begin working with files and folders, use one of the following methods: Click Start and then click Computer, or
click Start, All Programs, Accessories, and then click Windows Explorer, or
click Start, type: expl in the Search box, and click Windows Explorer, or
right-click the Start button and click Open Windows Explorer, or
press + .
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Navigation PaneDisplays the Favorites list containing locations you navigate to frequently, Libraries or Folder List where the majority of the files stored on the local drive, and the Computer or Network areas containing all storage devices available to this computer such as the local hard drive, the optical drive, and any network drive(s).
(Expand) Displays more folders or items at this level; you may see several of these arrows depending on the way the structure is set up.
(Collapse) Allows you to hide items or “collapse” the structure at this level; you may see several of these arrows based on the structure set up.
Split Bar Click on and drag this bar to show more or less of the Folders list.
Contents Pane Displays all files and folders stored in the selected folder at the left in the Navigation Pane. Files or folders can be saved and displayed anywhere in Windows, including on the Desktop for quick access. Consider the following when viewing files or folders:
An icon similar to one of these indicates that a data file or folder is saved in this location. If a data file, the miniature icon in the upper left corner represents the program needed to view or modify the document. The text below the icon is the file or folder name If you delete this icon, you will delete the actual file or folder.
A similar icon with a small arrow at the lower left corner represents a shortcut to the location where this data file or folder is saved. The arrow tells you that this is a shortcut only. If you delete this icon from the desktop, only the shortcut is deleted not the actual file.
An icon with a program symbol on it indicates that it is a shortcut to an application program file. If you delete this icon, you are only deleting the shortcut, not the actual file that starts the program.
Creating Folders
1-3.2.5 1-3.2.6
You can create folders at any level, including directly on the Windows Desktop. To create a folder, use one of the following methods:
On the Command bar, click , or
right-click the location (drive or folder) in the Folders list for the new folder, and then click New, Folder, or right-click a blank area of the Contents pane and then click New, Folder.
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the Address bar and displays the path or location as a reminder.
Windows does not restrict where you create folders, or whether another folder shares the same name in another location. Keep the folder name unique to prevent accidental deletion or replacement of files and folders. You can rename or move the folder to another location, as appropriate.
To create a shortcut to a folder, use one of the following methods:
Right-click the location (drive or folder) in the Folders list for the new shortcut, and then click New, Shortcut, or
right-click a blank area of the Contents pane and then click New, Shortcut.
Exercise
The following exercises require that you have downloaded the student data files to be used with this content. If you have not already done so, please follow the data file instructions in the Preface before proceeding. 1 From the desktop, double-click the 7310 Student Data folder.
Review the screen so you can identify the structure of the folders on the left side of the window. Notice that there are no Collapse arrows displayed in the Folders list.
Try creating some folders in different locations.
2 In the Contents pane, double-click Unit 2 - Windows. 3 On the Command bar, click New folder.
You should now have a new item in the Contents pane similar to the following:
4 Type your first and last name for the new folder and press .
You have just created a new folder within the Unit 2 - Windows folder. The new folder should look similar to this:
5 Double-click your new folder to view the contents (it should be empty).
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You have just created a new folder that resides within the folder with your name in the Unit 2 - Windows folder.
8 Move up one level by clicking Unit 2 - Windows in the Address bar, as shown in the following:
You should now be looking at the contents of your folder. Use the path in the Address bar to help you navigate quickly to a specific location. Alternatively, click the last item to move up one level at a time. Try creating a shortcut to the Student Data folder as a quick method to navigate to the entire set of data files for this courseware. You will create this shortcut inside your new folder.
9 In the Contents pane, right-click to display the shortcut menu, click New, and then click Shortcut. 10 Click the Browse button.
11 If necessary, scroll until you can see the 7310 Student Data folder, click to select it, and then click OK. 12 Click Next.
13 Click Finish to keep the name for this shortcut the same as recommended by Windows.
The contents of your folder should appear similar to:
Now create some subfolders in your folder.
14 In the Contents pane, right-click, click New, and then Folder. 15 Type: Worksheets as the name of the new folder and press .
16 Repeat steps 14 and 15 to create the Documents, Misc, and Slide Shows folders, as shown:
Hint: When adding new folders, be sure to right-click in a blank area of
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Renaming a Folder
The name of a folder can be as long or short as required (up to 255 characters), although with longer names, the entire title may not be visible in certain views.
To change a folder’s name, use one of the following methods:
Click the folder icon to select it and then press to activate the Edit mode, or click the folder icon, then click inside the folder name to activate the Edit mode, or right-click the folder and then click Rename from the shortcut menu, or
on the Command bar, click and then click Rename.
Whenever you see the folder name highlighted as shown here, you are in Edit mode. Once the name is highlighted, you can type in a new name for the folder. Alternatively, you can use the mouse pointer or arrow keys to move the cursor to the exact location in the folder name where you would like to insert or delete characters.
Exercise
1 Ensure you are viewing your folder and the items appear in the Contents pane.
You will now rename the Documents folder created in the previous exercise to prevent confusion between this folder and the Windows folder that share the same name.
2 Click the Documents folder in the Contents pane to select it. Then point at the name Documents and click
once more to activate the Edit mode.
3 Press the key to move quickly to the beginning of the highlighted name. Type: General to rename this folder to General Documents and then press .
You have now successfully changed the name of this folder.
Changing Folder Options
You can change the appearance of the folder to suit your preferences by changing the properties. You can also change the way you view folders and files, and display file types or extensions.
To change the properties for a folder, select the folder and on the Command bar, click and then
Folder and search options.
Browse folders
Specifies whether each folder will open in the same window, or in a different window so you can switch between the windows.
Click items as follows
Provides options on whether to single- or double-click to open items.
Navigation pane
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Changing the View
There are different ways to display information for files or folders. Occasionally you may want to sort files in a specific order, or to see more information for the files or folders. Select the view options using one of the following methods:
Click the arrow of the button on the Command bar, or
right-click in a blank area of the Contents pane and then View, or
on the Command bar, click the Views button to cycle through the different views.
Extra Large Icons
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Displays files and folders as large icons with file or folder names below the icon, and is helpful when you want to preview picture files.
Medium Icons
Displays files and folders as medium-sized icons with the names below the icons, and is helpful when you want an overview of folders or files in a certain location.
Small Icons
Lists files and folders as smaller icons with the names displayed to the right. The main difference between this view and the List view is how the contents are sorted. In this view, the contents are sorted alphabetically in multiple columns from left to right. In the List view, the contents are sorted alphabetically in multiple columns starting with the first column.
List
Displays the contents of a folder as a list of names preceded by small icons. This view is useful if your folder contains many files and you want to scan the list for a file name. Files and folders can be arranged in the same options as with other views.
Details
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Displays files and folders as medium-sized icons with the file names to the right of the icon. The file format and file size also display.
Contents
Displays some of the file’s contents.
Whenever you can see the column headings in the Contents pane, you can use these buttons to sort the contents or to manipulate the view further, as follows:
To adjust the width of a column, position the mouse pointer over the vertical line at the right of the column you want to adjust; the mouse pointer changes to display (thick cross hair with double horizontal arrows). Click and drag to the left or right to make the column narrower or wider.
To sort the contents by item type, click the Type column heading. An arrow symbol means the items are sorted in ascending order (that is, A–Z or 0–9); a arrow symbol means the items are sorted in descending order (that is, Z–A or 9–0).
Viewing the File Extensions
You may see file extensions or types such as .doc, .exe, .xlsx, .pdf or .bmp with file names. To keep things simple, the default setting in Windows is to hide file extensions. In general, the icon to the left of the file name is a visual reminder of the software program.
Having the extensions display is helpful to see how the file was saved, or to provide a quick method of organizing files (for example, to see which pictures use the .jpg format rather than .gif or .bmp).
To display the file extensions at all times for the files, on the Command bar, click . Click Folder and
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option. Important files such as system files or the data file for your e-mail are hidden to prevent them from being deleted or changed inadvertently. You may need to display these when you are making a backup of these files.
Exercise
1 From the Command bar, click and then Folder and search options.
2 On the General tab, in the Click items as follows area, click Single-click to open an item (point to
select).
3 Ensure Underline icon titles only when I point at them is selected and then click OK.
4 In the Contents pane, position the mouse pointer over the General Documents folder.
Notice that the folder is now highlighted and the name is underlined. This is a visual indicator that you can single-click this folder to open it. Simply pointing to an item selects it, and everything that used to require you to double-click now only requires a single-click.
5 In the Contents pane, point at the Slide Shows folder and then click to open it. 6 Click the (Back) button to return to the previous view.
Now set the file extensions to display for all files.
7 On the Command bar, click and then click Folder and search options.
8 Click the View tab and then in the Advanced settings list, click Hide extensions for known file types to turn this feature off. Then click OK.
9 Click the Unit 2 – Windows folder in the Address bar. Then the Command bar, click the down arrow for
and click Medium Icons.
Notice how Windows now displays larger icons for the files and your folder, as well as the file extensions. 10 On the Command bar, click the down arrow for and then click Details.
11 Click the Type column heading to sort the contents by the file type.
12 On the Command bar, click and then click Folder and search options.
